Programs and Events Assistant

Job Summary

This position is responsible for consistently delivering exceptional support to MPPGA and SPPGA events including logistics planning and execution. Events range from small student events to large-scale, school-wide events. It also provides front-line assistance to prospective, incoming, and current students as well as communications and administrative support and coordination for all SPPGA academic programs.

Organizational Status
Reports to the Academic Programs Manager and receives direction from the Career and Employer Relations Manager and the Events and Program Development Manager. Works under the general guidance of the Graduate Program Director. Interacts and collaborates frequently with SPPGA faculty, staff, and students. Communicates and coordinates regularly with staff from other departments and units across campus.

Work Performed

Event Support and Coordination

• Books venues and coordinates with external vendors and authorities, including caterers, AV/tech, liquor license approval, and other event services (tent rental, decorations, etc.).
• Coordinates and books guest speaker travel and accommodation as needed.
• Sets up event registration forms.
• Collates and organizes presentation, workshop, and other event materials.
• Executes day-of event set-up and take down including room set-up and take-down.
• Manages day-of event check-in and monitors room capacity.
• Provides technical support for events (in-person, virtual, and hybrid) including audio and microphone set up and support; laptop and projector setup.
• Communicates and coordinates event logistics with event organizers, speakers, partners and attendees as needed.
• Coordinates the collection of event feedback through survey programming and other methods.
• Monitors furniture, equipment, technology, and supply needs and communicates gaps to the HR and Facilities Assistant.
• Assist Events & Program Development Manager, in researching, developing, and updating event planning resources and templates to align with best practices and to ensure events are accessible and inclusive.
• Maintains and updates SPPGA Events Calendar including liaising with SPPGA units and teams to ensure calendar is up to date, minimizing conflicts.
• Monitors and coordinates the distribution of, and response to, all email inquiries sent to the SPPGA inbox. Escalates more complex inquires to the appropriate staff member
• Research and identify relevant community engagement opportunities and events for SPPGA students, as well as the School overall to participate in.

Academic Programs Support

• Acts as front-line reception for SPPGA academic programs, responding to in-person and telephone inquiries from current and prospective students.
• Monitors and coordinates the distribution of, and response to, all email inquiries sent to the MPPGA program inbox. Escalates more complex inquires to the appropriate staff member
• Composes routine correspondence and prepares written responses and student letters for review and signature.
• Liaises with prospective students and advises them on issues such as requirements for admission and course registration. Makes appropriate cross-campus referrals for applicants with questions regarding student housing, financial planning, immigration requirements, and employment authorization.
• Regularly communicates events, job opportunities, scholarships, program and policy updates, and other important information to current students.
• Adjusts communications content and processes based on feedback from students, the Student Academic Services team, and other SPPGA committees and staff.
• Makes routine updates to the MPPGA student portal and coordinates with the SPPGA Communications team when updates are required on the academic programs portion of the SPPGA website.
• Updates and distributes sessional onboarding guide under direction from the Program Director.
• Explores new ways of communicating with students and as appropriate, makes recommendations to the broader program team.
• Provides clerical support for organizing and tracking various student support activities.
• Maintains and updates program, student, and alumni tracking files including updating personal information, student progress, job status, global policy project reports, etc.
• Generates reports based on tracking files requiring the manipulation of the data for accurate results.
• Assists with processing of admission files.
• Shares insights on possible gaps in services/resources with the MPPGA program team.
• Assists with the identification of multi-unit and cross-campus opportunities for resource sharing, partnership & engagement possibilities.
• Coordinates the collection of program feedback through survey programming and other methods.
• Organizes and updates program and student services support materials as directed.
• Conducts research on best practices in student services, new program development, and program comparators as directed.
• Provides support to the Student Academic Services team on the curriculum development and consultation processes.

Technology Support

• Provides training on tech/AV in School spaces to faculty, teaching assistants, students, and staff.
• Provides technology support to SPPGA/MPPGA events in portfolio
• Supports the Global Policy Project Advisor with technology set-up for GP Squared including student team email set-up and access.

General Administration

• Holds, utilizes, administers and reconciles a SPPGA credit card. Uses this card for purchases including SPPGA materials, staff and student travel, MPPGA Student Association purchases, catering and more.
• Coordinates payment of expenses including the processing of invoices and reimbursements with the Arts Service Centre and updates budget managers on expenditures.
• Performs general administrative tasks, including committee support, meeting scheduling, agenda collection and note taking.
• Responds to faculty inquiries and requests for support, redirecting requests as appropriate.
• Provides course-related support for new curriculum initiatives with applied and/or experiential learning components.
• Assists with data collection for reports and presentations.
• Updates policies and procedures documents
• Provides support for coordinating student travel plans and registration with UBC Safety Abroad.
• Provides back-up support to the MPPGA Program Coordinator as required, including but not limited to front-line assistance and communications to prospective, incoming and current students.
• May collaborate with the Graduate Program Director on special projects.

Consequence of Error/Judgement

This position plays a key role in the creation of an outstanding learning experience and has a direct impact on the quality of the programs, services and events offered in SPPGA. The incumbent will be required to tactfully manage interactions with current and prospective students and undertake event coordination. This will require sound judgement and thorough knowledge of the program’s guidelines, procedures and regulations and the ability to interpret and apply them. All information must be accurate and provided in a respectful, timely and supportive manner.

Failure to provide services that meet these standards and poor event support could have a negative impact on the student experience, the reputation of the program, and the University more broadly.

Supervision Received
Reports to the Academic Programs Manager and receives direction from the Events and Program Development Manager and the Career and Employer Relations Manager on a project basis. Works under the general guidance of the Graduate Director. Works independently under minimal supervision.

Supervision Given
None

Minimum Qualifications
High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Undergraduate degree in a relevant discipline.
• Knowledge of student affairs including issues of equity, diversity, and inclusion.
• Knowledge of and experience implementing best practices in event management.
• Experience, knowledge of, or exposure to a policy or global affairs environment considered an asset.
• Ability to take initiative, self-direct, and show a strong sense of integrity, professional maturity, and commitment to working as part of a collective.
• Ability to exercise judgement under pressure and demonstrate initiative, problem solving, and resourcefulness in handling matters of a complex and non-routine nature.
• Ability to handle a wide variety of tasks and establish priorities, organizing workload for timely and effective delivery of services while maintaining a high level of accuracy and attention to detail.
• Collaborative approach to work; enjoys being part of a team environment.
• Experience with entering, manipulating and summarizing data with a high level of accuracy.
• Computer skills including Microsoft Word, Excel, Power Point, Outlook, Wordpress, Zoom. Skills in In-Design, Photoshop or Adobe Acrobat also an asset,
• Comfort in learning and using new technology, apps, and tools.
• Experience providing administrative, clerical and event support to a team in a professional or educational setting.
• Professional, personable, and empathetic oral, written, and interpersonal communication skills
• Proficiency in English reading, writing, speaking, and listening
• Demonstrated cross-cultural sensitivity and ability to work with a diversity of people in a calm, courteous, and professional manner with tact and diplomacy.
• Ability to exercise a high level of discretion when working with information of a confidential and/or sensitive nature.
• Ability to remain calm under pressure.
• Ability to accurately interpret information and make decisions within established UBC and SPPGA guidelines and regulations.
• Ability to lift at least 20lbs and move tables and chairs
• Ability to work flexible hours including evenings and weekends and occasional overtime.